36C26327Q0017.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

NETWORK CONTRACTING OFFICE 23

316 ROBERT STREET N, SUITE 506

SAINT PAUL MN 55101

POINT OF CONTACT*

Contract Specialist Alisha Milander Alisha.Milander@va.gov

PLACE OF PERFORMANCE

MINNEAPOLIS VA HEALTH CARE SYSTEM

ONE VETERANS DRIVE

MINNEAPOLIS MN

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

The Minneapolis VA Health Care System is conducting market research in accordance with FAR 17.207 Exercise of Options for Out of Town/State Courier Services as described in the Preliminary Statement of Work below.

This is a SOURCES SOUGHT NOTICE only looking for businesses to provide the services listed in the Statement of Work below for market research purposes. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS OR PRICING AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs.

Responses to this notice will be treated only as information for the Government to consider as part of their market research efforts. The information provided will be used by the Government in developing its acquisition strategy regarding possible set aside for Service-Disabled Veteran-Owned, Veteran-Owned, and other socio-economic categories of small business. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this notice and parties responding will not be entitled to payment for direct or indirect costs incurred in responding to this notice.

The North American Industry Classification System (NAICS) code for this requirement is 492110, Couriers and Express Delivery Services, with an SBA Small Business Size Standard of 1,500 Employees.

If you are a vendor capable of providing the requested information and required services described below with competitive pricing, send your information with a description of proof of capability and answers to all questions to: Alisha.Milander@va.gov on or before Tuesday, September 22, 2026 at 12:00 PM Central Time.

Please provide answers as appropriate to the following questions in the table below with your response to this Sources Sought. Failure to respond accurately to the following questions may affect the acquisition strategy. Failure to respond to the questions at all will result in your response being determined as non-responsive.

PLEASE PROVIDE ESTIMATED PRICING/QUOTES BELOW FOR MARKET RESEARCH PURPOSES WITH YOUR RESPONSE TO THIS SOURCES SOUGHT. FAILURE TO COMPLETE THIS INFORMATION WILL RESULT IN YOUR RESPONSE BEING DETERMINED AS NON-RESPONSIVE.

ITEM INFORMATION

AMOUNT

Perform Courier Services for the Minneapolis Veterans Affairs Health Care System in accordance with the Statement of Work, Price/Cost Schedule, and Rate Table bel

Contract Period: Base Year POP Begin: 11-01-2026 POP End: 10-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services PRODUCT/SERVICE CODE: R602 - Support - Administrative: Courier/Messenger

RATE TABLE

Base Year: 11-01-2026 – 10-31-2027

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

*If applicable, FAR Provision 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*

*If applicable, 852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for SDVOSBs/VOSBs.*

DISCLAIMER

This Sources Sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought.

The deadline for this information is 12:00 PM Central Time on Tuesday, September 22, 2026.

PRELIMINARY STATEMENT OF WORK

Introduction

The Minneapolis Veterans Affairs Health Care System (the “VA” or “MVAHCS”) has a requirement for a Courier Service to transport pathology and laboratory samples, mail and official VA correspondence, occasional non-narcotic pharmaceuticals, and small medical supplies and instruments that fit into a mail pouch to and from several locations (Community Based Outpatient Clinics or CBOCs) listed under Attachment A: Delivery Schedule below. Included in the requirement is the delivery of sterile instruments inside a rolling cart to one CBOC (Northwest Metro-Ramsey).

Requirements:

1. Daily Tasks: Monday through Friday (excluding Federal Holidays)

a. The Contractor shall transport various laboratory specimens including blood, body fluid, tissue, swabs, and glass slides (in sealed containers) properly packaged by VA personnel. They must be kept upright and at a reasonable temperature to preserve specimen integrity.

i. Pick up must be made for each CBOC location between the times indicated in Attachment A: Delivery Schedule below. Deliveries are no later than times listed unless agreed upon by the VA Contracting Officer’s Representative (COR) and Lab Point of Contact (POC), to Room BB-144, Laboratory Specimen Window of the Minneapolis Veterans Affairs Medical Center (MVAMC), Building 70, One Veterans Drive, Minneapolis, MN.

ii. Daily pickups are Monday through Friday, excluding Federal holidays. Packages (usually 1-2 coolers) are approximately 2’ x 2’ x 2’ square and would easily fit in a courier car/vehicle.

b. The Contractor shall transport empty specimen containers or Styrofoam coolers from the MVAMC Laboratory Specimen Window (details above) to the CBOC locations indicated in Attachment A: Delivery Schedule below. Pick up of empty specimen containers at the MVAMC is done when the above-mentioned laboratory specimen delivery is made. Daily pickups are Monday through Friday, excluding Federal holidays.

c. The Contractor shall transport mail, X-rays and/or CD materials, and small miscellaneous supplies (Medical, office/clerical) that fit into the mail pouch, originating from the CBOCs to the MVAMC. All items are transported in a mail pouch supplied by the MVAHCS. Mail pouches are located in a secure locker just outside the Logistics Warehouse (BM-123). Pharmacy Coolers are separate and located in BB-144, Laboratory.

d. The Contractor shall deliver clean and sterilized instrumentation from the MVAMC to the Northwest Metro/Ramsey CBOC (see Attachment A: Delivery Schedule below). Pick up soiled instrumentation from Northwest Metro/Ramsey CBOC and transport soiled dental instrumentation back to MVAMC in accordance with all regulatory requirements. All instruments are packaged and contained in a closed and locked case cart by VA personnel for transportation. Pick up clean instruments by 3:00pm and deliver to Northwest Metro/Ramsey CBOC no later than 4:30pm. Retrieve dirty instrument cart from Northwest Metro/Ramsey and return to MVAMC for cleaning no later than 7:00pm. No weekend or holiday trips required. Clean cart and dirty cart cannot be transported together. The vehicle for transportation must have climate control in the compartment in which the instrument cart is contained.

2. Under no circumstances may lab specimens, pharmaceuticals, medical supplies, or medical instruments be held overnight in an uncontrolled climate environment. Temperature and humidity controls must be observed. Deliveries must be from point of origin to point of delivery without being held overnight by Contractor/ Driver.

3. Changes to the agreed upon schedule shall be received in writing 30 days in advance and approved by the VA COR and Lab POC. No automatic changes are allowed.

Contractor Requirements

1. The Contractor must be capable of managing all operations at a local level to ensure proper quality assurance. This includes, but is not limited to, being available for communications from MVAHCS as well as local drivers before, during, and after scheduled routes from the hours of 12:00pm to Midnight, Monday through Friday (excluding weekends and holidays).

2. The Contractor shall possess a minimum of three years of experience, along with all necessary equipment, personnel and must be financially responsible to perform courier service as required under this contract. The Contractor must meet all requirements of federal, state, or city codes and licenses regarding operations of this type of service. A description of the Contractor’s experience and qualifications shall be submitted with the offer. The Contractor shall provide resumes showing three years of experience and qualifications for each employee who will be performing the requirements of the contract as of commencement of the contract. For any employees who are hired to perform the requirements of the contract after the contract begins, the Contractor shall provide resumes to the COR showing the required three years of experience and qualifications prior to them beginning work under the contract.

3. The vehicles used in the performance of this contract shall be registered, licensed, and meet minimum requirements as mandated by the Department of Transportation, the State of Minnesota or Wisconsin, and cities operating therein. The Contractor must provide all vehicles. The Contractor shall provide documentation to the COR for the vehicles that are intended to be used to perform the requirements of the contract. The Contractor must provide proof of registration, licensing, insurance, and ability to meet the minimum requirements as mandated by the Department of Transportation, the State of Minnesota or Wisconsin, and cities operating therein. Vehicles must be of the proper size to accommodate all items requiring delivery; “small cars” are not appropriate. The appropriately sized vehicle has the capacity of a mini-van or SUV. The vehicle must be able to accommodate up to six insulated coolers and several large mail bags. All vehicles must have functional climate control to maintain temperature and humidity levels. The VA reserves the right to inspect all vehicles for which this documentation is provided. For any future vehicles intended to be used to perform the requirements of the contract after the contract begins, the Contractor shall provide all of the same documentation as previously mentioned in this paragraph prior to them being used for work under the contract.

4. All drivers shall maintain a valid driver’s license for the type of vehicle operated as required by the State of Minnesota and/or Wisconsin. The Contractor shall provide to the COR copies of valid driver’s licenses for each employee who will be performing the requirements of the contract as of commencement of the contract. For any employees who are hired to perform the requirements of the contract after the contract begins, the Contractor shall provide copies of valid driver’s licenses for each of those new employees prior to them beginning work under the contract.

5. A record of each driver as to character and physical capabilities of performing the duties as a courier shall be maintained and made available to the Contracting Officer for inspection upon request.

6. Training:

a. The Contractor is required to provide training to their drivers and supply records of the training on an annual basis to the VA COR.

b. Each driver shall complete HIPAA and Blood Borne Pathogen training to include how to react to a spill event. The Contractor shall provide to the COR proof of completion of HIPAA and Blood Borne Pathogen training for each employee who will be performing the requirements of the contract as of commencement of the contract. For any employees who are hired to perform the requirements of the contract after the contract begins, the Contractor shall provide proof of completion of HIPAA and Blood Borne Pathogen training for each of those new employees prior to them beginning work under the contract.

7. The Contractor shall ensure the confidentiality of all patient information being transported and is held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579).

8. The Contractor’s supervisors, drivers, and alternates shall be able to read, write, speak, and understand English. The names of these persons, and an alternate, or alternates, who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contracting Officer. An updated listing must be provided as changes in personnel occur. Contractor employees may be required to carry a valid VA identification and may be required to check-in with VA Medical Center security when entering the VA Facility. Any identification provided by the MVAHCS is returned upon completion of contract.

9. The Contractor’s personnel shall conduct themselves in a professional manner, present a neat appearance and be easily recognized as a Contractor employee by having the company name and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment, vehicle fuel, uniforms, name tags, and/or badges for performance of services under this contract. The Contractor’s vehicle shall have the company name/logo prominently displayed. A listing of employees available to service the contract is submitted at time of offer for evaluation purposes. Submission and verification of these documentation requirements is an evaluation factor prior to award and a quality assurance procedure during the contract period.

10. The Contractor/Driver must notify the CBOC of any unusual events that impede the ability of the scheduled pick-up (Weather/Traffic). The Contractor/Driver must notify the MVAMC Laboratory at (612) 467-2400 of any unusual events that impede the ability of the scheduled delivery. This includes weather-related events and traffic accidents. Additionally:

a. Should specimens not be delivered on the same day as pick up, the Contractor is required to submit a written report to the VA COR within twenty-four (24) hours explaining the circumstances. Failure to provide the report within the specific time frame will cause further review by the Government to determine if the infraction warrants suspension or termination of the contract.

b. Should specimens be lost or broken, call the VA COR immediately upon discovery. The Contractor is required to submit a written report to the VA COR within twenty-four (24) hours explaining the circumstances. Failure to provide the report within the specific time frame will cause further review by the Government to determine if the infraction warrants suspension or termination of the contract. The VA COR will notify the VA Privacy Officer of a loss.

11. Before award of contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day written notice of cancellation or change is furnished to the Contracting Officer.

12. The Department of Labor has held that Contractors must pay their employees the Service Contract Act wages while they are driving both to and from destinations for the VA. Wage Determination(s) as listed in this solicitation are applicable to any resulting contract. The Contractor will certify by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

13. The Contractor shall be responsible for broken coolers, handles, lost mail bags, and/or pharmacy coolers. Contractor staff will not use lab coolers as two-wheel carts, will not double stack cooler, and will not lift coolers by the extended handle. Handles are meant for pulling the cooler and will break if not used properly.

14. Drivers will sign the Lab Receiving Log when dropping off the Lab Cooler at room BB-144 (MVAMC Bldg 70) with initials/ date/ time. If contractors have an internal tracking system that allows the VA to access reports, please identify in your proposal.

15. Drivers are strictly prohibited from opening and/or repacking lab coolers and mail bags.

Quality Assurance

1. The Contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The Contractor shall develop and implement procedures to track, identify, prevent, remedy, and ensure non-recurrence of defective services. The Contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution. The Contractor shall immediately notify the VA COR upon receipt of a customer complaint so joint validation may be accomplished. The Contractor is responsible for quality control and specification compliance.

2. The VA will evaluate the Contractor’s performance using customer feedback, periodic on-site inspections, and at the VA’s discretion, may inspect each task to determine conformance and acceptance prior to payment.

3. The Contractor will provide an annual roster to the VA COR of all drivers having completed required HIPAA and Blood Borne Pathogen Training.

4. Any delayed delivery or pick-up by the Courier Service causing a cancellation of test(s), re-drawing of the patient’s blood specimen(s), and any extra pick-up or deliveries required to deliver the delayed containers to the location specified, will be captured by the VA COR during contract performance review as well as possible invoice deduction for missing a delivery/pick-up. More than one (1) missed pick-up or serious Courier Service errors per CBOC facility which leads to an adverse patient care (i.e., significant delays) within a 12-month period may lead to the VA developing evaluation methods for contractor improvement and possible termination of contract if not improved.

Inspection

1. The Contractor must give the VA the right to thoroughly inspect and investigate vehicles, facilities (if applicable), business reputation, and other qualifications.

2. Vehicle inspections may include cleanliness and ability to maintain climate control (temperature and humidity).

3. The VA reserves the right to restrict any Contractor employee from performing services under this contract who does not meet the required qualifications, who violates Federal regulations, or who is identified as a potential threat to the security, safety, health, and/or operational mission of the VA and its veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all required services in accordance with all terms, conditions, and schedules contained herein.

4. If the VA determines that a specific driver does not possess the required qualifications, or if a particular driver establishes a pattern of non-conformance with the procedures set forth as requirements, the VA may prohibit that driver from performing services under the contract.

Additional Information

1. The VA Contracting Officer’s Representative (COR) is a Facility Logistics employee. The VA COR is identified upon contract award and assigned by a VA Contracting Officer. The VA COR is responsible for monitoring Contractor work.

2. The VA technical point of contact for laboratory services is the “Ancillary Testing Coordinator – CBOCs”. The laboratory contact is identified upon contract award.

Weekends and National Holidays

1. The courier service is not required to service CBOCs on weekends.

2. The courier service is not required to service the CBOCs on the 11 holidays observed by the Federal Government as follows: New Year’s Day, Birthday of Martin Luther King Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

Attachment A: Delivery Schedule

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

Sources Sought Notice